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HomeMy WebLinkAbout1984 Library Board MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MEETING HELD ON JANUARY 19, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 6:30 p.m. with the following members present: George Gillett Place 1 Elaine Gayle Place 4 James Althaus Place 3 Those absent were as follows: Tricia Delgado Place 2 David Bird Place 5 With three of five members present a quorum was established. Chairman Gillett called the meeting to order at 6:30 p.m. 1. APPROVAL OF MINUTES. A move was made to approve the minutes of the previous meeting held on December 15, 1983, as presented. The motion was recorded and the vote to approve said minutes was as follows: Ayes: Ail members present voted aye. Noes: None. 2. DIRECTOR'S STATUS REPORT. Librarian Phelan presented the Librarian's status report. The library remodeling project is complete, with the exception of the erection of new shelving which is due to arrive on February 27. The costs of remodeling include $400 for supplies used by the City in remodeling, $450 for work involving the carpet, and $4200 for shelving, a total of $5050. The library was closed Saturday, January 14th, because of carpet work. Aside from that, library service was not interrupted by the remodeling project. Spring programs at the library will include films every Saturday afternoon at 1:00 starting in February. During School Spring Break, films will be shown every after- noon. The Library and the Parks & Recreation department will jointly sponsor some programs to be offered at the library. These include tumbling for preschoolers and meetings for senior citizens. Progress has been made on the North Texas Library System matching grant. The Friends of the Library have collected $300 and have received promises of $700 more. The City may also contribute to the matching grant. Librarian Phelan informed the Board that the North Texas Library System is considering moving the administration of the grant from the City of Fort Worth to another library or organization. In this connnection, the System is considering applying to become a non-profit organization. This would allow the System to place the administration of the grant with any one of a wide number of organizations, including cities, banks, and non-profit organizations. The alternative to allowing Fort Worth or another System library to administer the grant, or becoming a non-profit organization, would be to distribute the grant money as direct aid to NTLS libraries. This would mean the end of NTLS services such as the videocassette loan program and library consultant services. If grant money were distributed as direct aid The Colony Library would no longer be able to order books through NTLS, which would decrease the library's discount at Baker & Taylor from 46% to 33%. Librarian Phelan presented the draft of proposal to the J. Frank Dobie Library Trust, a trust that gives money for collection development to libraries and communities MINUTES OF THE LIBRARY BOARD JANUARY 19, 1984 PAGE 2 under 20,000 who can prove community support. The Trust will award 6 or 7 grants of at least $2,000 each. Librarian Phelan is asking for $3,000 in her cover letter. She asked the Board to read the proposal and said she would try to mail it out the middle of next week. Librarian Phelan presented a draft of an overdue policy for the library and recom- mended that it be put on the agenda for the next board meeting. 3. LIBRARY GOALS & OBJECTIVES. The goals and objectives of the Louisville, Kentucky Library and the Topeka, Kansas Library were presented as a springboard for discussion of The Colony Public Library goals and objectives. The following goals were suggested for further discussion at a later date: 1. Full membership in the North Texas Library System. 2. Adequate space. 3. Increased visibility. 4. Increased full-time staff. 5. Superior reference/non-fiction materials. 6. Securing outside funding. 7. Inter-community/agency relations. 8. Microfilming of The Colony Leader & The Colony Courier. 9. Improvement of long range planning. A motion was made that a two-hour workshop for Library Board members be held Tuesday, January 31, 6:30 to 8:30, to work on meeting the North Texas Library System member- ship requirement. The motion was seconded and the vote was as follows: Ayes: All members present voted aye. Noes: None. A motion was made that the meeting be adjourned. The motion was seconded and passed by the following vote: Ayes: Ail members present voted aye. Noes: None. The meeting was adjourned at 9:00 p.m. Geo/rge Gille/tt Chairman ATTEST: e t ~Ke 1 ly ,~e cre tary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JANUARY 31, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 6:30 p.m. with the following members present: George Gillett Place 1 Tricia Delgado Place 2 James Althaus Place 3 Elaine Gayle Place 4 David Bird Place 5 Also present were: Librarian Jody Phelan and Technical Director Betsy Kelly. Chairman George Gillett called the meeting to order at 6:30 p.m. and reminded those present that the Workshop was scheduled to discuss and design 1984 goals and objectives for the Library. Member Althaus presented a set of goals and objectives drafted by himself to serve as a starting point for discussion. Members read the document and a dis- cussion ensued concerning those goals and objectives presented and additional ones. The importance of covering a wide range of library operational activities was emphasized by Librarian Phelan. Board members agreed and included goals in areas such as space requirements, staff needs, inter-agency/community relation- ships, collection development, and others. Chairman Gillett suggested that Librarian Phelan compile a draft of goals and objectives to be presented to the Board at the next meeting, February 16, 1984. Phelan agreed to do the draft. Member Althaus moved to adjourn the meeting. Delgado seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The meeting was adjourned at 8:25 p.m. George Gillett, Chairman ATTEST: Jod7 Phe~an, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MEETING HELD ON FEBRUARY 16, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:35 p.m. with the following members present: George Gillett Place 1 Those absent were: Elaine Gayle Place 4 Tricia Delgado Place 2 James Althaus Place 3 David Bird Place 5 Marlene Poole City Council Laison Jody Phelan Director of Library Services With three of five members present a quorum was established. Chairman Gillett called the meeting to order at 7:35 p.m. 1. APPROVAL OF MINUTES. Member Althaus pointed out that a correction needed to be made on the minutes of the previous Board meeting in January. The correction was noted and Librarian Phelan agreed to make the change. The minutes of the January 31 workshop were reviewed and no corrections were suggested. Member Gayle moved that minutes of both meetings be approved, with the stipulation that the meeting minutes be changed. Member Althaus seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. 2. DIRECTOR'S STATUS REPORT. Librarian Phelan presented her monthly status report which included the following: a) The Library was closed a total of four hours throughout the remodeling project, and then, only to accommodate the carpet installers. b) Materials were already being purchased with the money received from NTLS for the matching grant. c) The J. Frank Dobie Library Trust proposal was sent and the results should be announced in March, 1984. d) The Library Staff and volunteers are continuing to re-organize the facility since the remodeling. e) Librarian Phelan has identified 102 Texas foundations which make funds available to libraries, 'educational organizations, and local history projects. Further investigation will produce fewer possibilities. f) NTLS is still investigating the possibility of changing to a non-profit corporation. g) Brochures for the co-sponsored programs with the Parks & Recreation Depart- ment have been printed and are being distributed by the Library and Parks & Recreation. h) Librarian Phelan has begun instruction on the TRS-80 computer and will continue to do so. i) A seminar for library board members has been scheduled by the Texas State Library for May 1, 1984, at the Weatherford Public Library. Members Gillette and Althaus expressed an interest to attend with Librarian Phelan. j) NTLS has provided funds for interior directional signs for the Library. Council member Poole expressed an interest in beginning a project to record the history of The Colony and to begin keeping current records which would serve a historical purpose in the future. Board members agreed and several projects were discussed. Among possible formats were microforming local newspapers and city records; oral histories from various community leaders; and photographic histories of area residential and commercial centers. Phelan agreed to investigate funding MINUTES OF THE LIBRARY BOARD MEETING FEBRUARY 16, 1984 Page 2 sources and seek advice from area librarians. 3. LIBRARY GOALS & OBJECTIVES. The 1984 Draft Goals and Objectives for The Colony Public Library which were designed by Board members at their January 31, 1984, workshop were reviewed, and discussed. Member Gayle moved to accept the Draft as written. Member Althaus seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. 4. DRAFT OF OVERDUE PROCEDURE. The Draft Overdue Procedure designed by Librarian Phelan was reveiwed. Changes were suggested and approved by all present. Althaus moved to accept the Overdue Procedure document with amendments. Member Gayle seconded it and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Council member Poole suggested and members agreed to a joint meeting with the City Council to review the Library's progress and outline concerns for the future direction of library service in The Colony. A discussion ensued concerning the format and content of such a presentation. Chairman Gillette agreed to request a joint meeting of the Library Board and the City Council on March 26, 1984. To prepare for this joint meeting, Board members scheduled two workshops for March 1 and March 8. These will be held in the Library conference room and will begin at 7:00 p.m. Member Althaus moved that the meeting be adjourned. Member Gayle seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The meeting was adjourned at 9:55 p.m. GeOrge Gillettl Ch~iJan ~ ATTEST: J'o d~/Ph JtJar~ , Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY WORKSHOP HELD ON MARCH 1, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:00 p.m. with the following members present: George Gillett Place 1 Jody Phelan, Director of Library Services James Althaus Place 3 Elaine Gayle Place 4 David Bird Place 5 Those absent were as follows: Tricia Delgado Place 2 The workshop was called to order at 7:00 p.m. by Chairman Gillett who reminded those present that the workshop was being held to discuss the Library Board's pre-budget presentation to the City Council. He reported a verbal agreement with Mayor Sample to schedule a joint meeting of the Library Board and the City Council in April. Although no date was set, the meeting will take place following the city election, but prior to the city budget retreat. An official memo will finalize the request. Librarian Phelan agreed to send a copy of the 1984 Goals and Objectives for The Colony Public Library to all City Council members so they could review them prior to the Board's April presentation. The remainder of the meeting consisted of group "brainstorming" which focused on both content and format for the Board presentation. The following ideas were presented and discussed: 1) Summary of the highlights of the history of the Library; the amount of detail to be determined by the make-up of the Council. 2) Summary of current activities, including collection size, equipment, staff, volunteers, programs, etc. 3) Production of slides from photographs of area school building and school libraries, as well as aerial photographs of the City, the Library, and the site for the new high school. 4) Collection of statistics of Library's growth in relation to city expansion. 5) Slides of individuals engaging in activities directly related to NTLS services. This should include slides of NTLS office and letter outlining The Colony's membership status. 6) All visuals will be on 35 mm slides. Board members and Librarian Phelan agreed to complete specific tasks toward the comple- tion of the Board's presentation. The following responsibilities were assigned: 1) Chairman Gillett--draft outline of presentation. 2) Member Gayle--size of each area school, including number of students, size of library space and collection, and number of library staff. 3) Member Althaus--photographs of schools, NTLS office and services, graphs of statistics, etc. 4) Member Bird--arrangements for aerial photographs to be taken, and check with Ann Beckel about historical photographs of Library. 5) Librarian Phelan--list of services/advantages of membership in NTLS with ideas for photographs; preliminary ideas for budget request; check in Library for historical photographs. All present agreed to meet again March 8, 1984, at 7:00 p.m. in the Parks & Recreation office. The agenda for that workshop will be to continue budget preparation planning. MINUTES OF THE LIBRARY BOARD WORKSHOP MARCH 1, 1984 Page 2 Chairman Gillett adjourned the workshop at 9:00 p.m. George G~llett, Chairman ATTEST: Jod~Phe~an, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY WORKSHOP HELD ON MARCH 8, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:35 p.m. with the following members present: George Gillett Place 1 Marlene Poole, City Council Member James Althaus Place 3 Steven A. Reed, Director of Community Services David Bird Place 5 Jody Phelan, Director of Library Services Those absent were as follows: Elaine Gayle Place 4 Tricia Delgado Place 2 The workshop was called to order at 7:35 p.m. by Chairman Gillett who reminded those present that the purpose of the workshop was to discuss and plan the Library Board presentation to the City Council in April, 1984. Librarian Phelan distributed a document outlining the advantages of membership in the North Texas Library System. She spoke on each advantage and answered questions. Phelan presented preliminary budget requests on a line-by-line basis. There was discussion on most items and Councilwoman Poole offered advise concerning the need to provide documentation to support requests. She also mentioned that local sorori- ties might be receptive to donating money for reference materials. Phelan agreed to send inquiry letters to each sorority. The remainder of the workshop consisted of a general discussion of the Board presenta- tion. Ideas were generated and reviewed, although no decisions were made. Members agreed to continue work on their individual responsibilities assigned at the March 1, 1984, meeting. The meeting was adjourned at 8:40 p.m. by Member Althaus due to the early departure of Chairman Gillett. George Gillett, Chairman ATTEST: Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MEETING HELD ON MARCH 15, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:38 p.m. with the following members being present: George Gillett Place 1 Elaine Gayle Place 4 James Althaus Place 3 Steven A. Reed Director of Community Services Jody Phelan Director of Library Services Those being absent were as follows: Tricia Delgado Place 2 David Bird Place 5 With three of five members being present a quorum was established. Chairman Gillett called the meeting to order at 7:38 p.m. 1. APPROVAL OF MINUTES. The minutes of the previous meeting of February 16, 1984, as well as two March Board Workshops held on March 1 and March 8 were reviewed. Member Althaus moved to approve all minutes as written. Member Gayle seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. 2. LIBRARY DIRECTOR'S STATUS REPORT. Librarian Phelan presented her status report. It included the following: a) Phelan will be in Corpus Christi, Texas, April 3-6, 1984, attending the Annual Texas Library Association Conference. In addition to attending several educational/professional seminars, she will serve as Vice-Chairman of the Administrative Round Table and will introduce the speaker for that unit's program. b) The Library's Open House has been scheduled for Sunday, April 8, 1984, from 2:00 to 4:00 p.m. Mayor Sample has agreed to make some remarks at 3:00 p.m. Chairman Gillett agreed to introduce the Mayor. Arrangements are currently being made for entertainment and demonstrations. c) The first in a series of programs for senior citizens was held on March 13. It was a luncheon and "get acquainted" meeting. Participants responded favorably to more programs. The next one is scheduled for April 10, 1984. d) Phelan shared with Board members a letter she sent to Dr. V.M. Burkett of the Lewisville Independent School District requesting information about the L.I.S.D. curriculum for high school students. e) Phelan distributed to those present a letter she received from Joella Orr, Director, Denton Public Library. Ms. Orr has scheduled a meeting for all Denton County public librarians to discuss county funding. Phelan plans to participate in this meeting. f) Phelan announced a legislative reception sponsored by Public Library Administrators of North Texas to be held on April 15, 1984, from 3:00 to 5:00 p.m. Local Council, Board, and Legislators are invited to attend. Invitations will be mailed soon. MINUTES OF THE LIBRARY BOARD MARCH 15, 1984 Page 2 g) A series of oral hislory workshops is being sponsored by the Texas Oral History Association. Phelan plans to attend the one scheduled for December in Marshall, Texas. 3. BUDGET PREPARATION. Member Althaus presented a draft outline of the Board's presentation to the Council. The remainder of the meeting consisted of general discussion of the outline. Phelan distributed a worksheet designed by Betsy Kelly which calculated the amount of time required to order and process library materials. Suggestions were made concerning format, inclusion of statistics, and length. Ail agreed that a slide/tape presentation would effectively serve the purpose. Member Althaus agreed to work on the audio background of the tape. The next workshop will be scheduled for Tuesday, March 27, 1984, at 7:00 p.m. in the Library Conference Room. Member Althaus moved to adjourn the meeting. It was seconded by Member Gayle and the vote was as follows: Ayes: Ail present voted aye. Noes: None. Chairman Gillett adjourned the meeting at 9:35 p.m. George Gillett, Chairman ATTEST: Jod~P~e~an, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY WORKSHOP HELD ON MARCH 27, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:15 p.m. by Chairman George Gillett with the following members present: George Gillett Place 1 James Althaus Place 3 Elaine Gayle Place 4 Jody Phelan Director of Library Services Those absent were as follows: Tricia Delgado Place 2 David Bird Place 5 Chairman Gillett reminded attendees that the purpose of the meeting was to continue preparation for the Library Board presentation to the City Council. Library Director Phelan discussed a proposed outline for the Board presentation. Members agreed that combining Phelan's outline with the one presented by Member Althaus at the previous meeting would result in an acceptable presentation format. Phelan agreed to provide more detail for the outline and add statistics. Chairman Gillett reported that the aerial shots of the City had been taken but not processed. He will process them before the next meeting. Member Althaus told members that he had given two charts to Bob Pogue to be made into poster-size graphics. These will then be photographed and used in slide presentation. The remainder of the meeting consisted of a general discussion of the presentation. Member Gayle and Chairman Gillett agreed to donate the use of their historical slides of The Colony for the presentaton. Following this discussion, assignments were distributed. Member Althaus will schedule to take photographs of area schools and churches. Chairman Gillett agreed to process his aerial shots. Director Yhelan agreed to provide Chairman Gillett with a detailed outline for the presentation so that he could write the script and determine slide placement. The next workshop will be held on Thursday, April 5, 1984, in the Parks & Recreation Office. Director Phelan will be attending the Annual Texas Library Association Conference at this time and so will not be present. Member Gayle moved to adjourn the workshop. Member Althaus seconded the motion and the vote was unanimously in favor of adjourning. The meeting adjourned at 8:10 p.m. George Gil~ett ATTEST: Jody~ ~h~la~, ~e~retary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY WORKSHOP HELD ON APRIL 5, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:17 p.m. by Chairman George Gillett with the following members being present: George Gillett Place 1 James Althaus Place 3 Jody Phelan Director of Library Services Those being absent were as follows: David Bird Place 5 Elaine Gayle Place 4 Chairman Gillett reminded the attendees that the purpose of the meeting was to continue preparation for the Library Board presentation to the City Council. Librarian Phelan presented a detailed outline to be considered as a format for the Board presentation. Members agreed to use this outline along with the one designed by Member Althaus in planning the order of the presentation. A general discussion of the presentation ensued with additional ideas and suggestions presented by all. Chairman Gillett agreed to write the script for the presentation for the next Board meeting scheduled for April 19, 1984. Member Althaus moved to adjourn the workshop. Chairman Gillett seconded the motion and the vote to adjourn was unanimously in favor. The workshop was adjourned at 8:36 p.m. George Gillett ATTEST: ~ ~el'an, S-ecre tary Jody MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MEETING HELD ON APRIL 19, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:40 p.m. with the following members being present: George Gillett Place 1 Elaine Gayle Place 4 James Althaus Place 3 David Bird Place 5 Jody Phelan Director of Library Services There were no absentees. With all four members being present a quorum was established. Chairman Gillett called the meeting to order at 7:40 p.m. Librarian Phelan distributed the minutes for the March 15 Library Board meeting and the March 27 and April 5 Library Board workshops. The minutes for the March 15 and March 27 sessions were approved as written. The April 5 workshop minutes were approved as corrected. Librarian Phelan discussed the following items in her monthly status report: 1) The most recent shipment of new books included the following types of materials--84 non-fiction, 12 reference, 10 adult fiction, 10 children/ young adult fiction, and 15 easy reader books. 2) The Carrollton Public Library has donated to the Library a 1983 edition of Martindale-Hubbell Law Directory and they will continue to send us any donations they can not use. 3) The book drive to date has collected more than seven hundred hardbound books, with more to be delivered to the Library within the next two weeks. 4) The Library has received forty books from an area used book store. The owners will keep us in mind if they have more donations. 5) Councilman Long has volunteered to solicit donations from his office co- workers. 6) Betsy Kelly is in the process of planning the Summer Reading Program. Films, storyhours, and reading recommendations are all planned activities. 7) The public librarians of Denton County have met three times and will provide County Commissioners with a proposal outlining a method to distri- bute county funds to libraries in an equitable manner. Phelan is partici- pating in this process and will keep the Board informed of progress. 8) Betsy Kelly has been managing the daily activities of the Library in the absence of the Director (who is taking leave to be with her new daughter). Kelly and Carolyn LeMaire, clerk-typist, are doing a fine job of keeping the Library operating at a high level of efficiency. 9) There is a fundraising workshop sponsored by the Texas State Library to be held in Austin in June. Phelan plans to attend if time and funds permit. 10) Library and Park & Recreation staff sent Janice Carroll a bouquet of flowers following her recent surgery. Following the Director's status report Board members discussed limiting the number of items which a patron could borrow at one time. Phelan presented a case in which a family had borrowed twenty-nine books, moved from The Colony, and as a result Ms. Kelly was finding it difficult to retrieve the borrowed materials. The Board dis- cussed materials loan limitation and decided to maintain the current policy of MINUTES OF THE LIBRARY BOARD APRIL 19, 1984 Page 2 permitting patrons to borrow as many items as they need at one time. Mention of overdue costs will be made if a patron wants to borrow more than ten items at one given time. The resignation of Patricia Delgado from the Library Board left the position of Vice Chairman open. Elaine Gayle made the motion to appoint James Althaus as Vice Chairman. The motion was seconded by David Bird. The vote was as follows: Ayes: Ail members present voted aye. Noes: None. Chairman Gillett distributed his script for the Library Board presentation to City Countil and Board members read and discussed the document. Members agreed to deposit any comments or suggestions at the Library by Tuesday, April 24. The recording session was scheduled for Thursday, April 26, 7:00 p.m., at the Parks & Recreation office. Gillett, Althaus, and Phelan agreed to record the script. David Bird moved to adjourn the meeting. James Althaus seconded the motion. The vote was as follows: Ayes: Ail members present voted aye. Noes: None. Chairman Gillett adjourned the meeting at 9:03 p.m. George Gillett, Chairman ATTEST: Jod3~t P~e(1/a~, Sec;;tary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MEETING HELD ON MAY 17, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:36 p.m. with the following members being present: George Gillett Place 1 Vincent Condon Place 2 James Althaus Place 3 Elaine Gayle Place 4 David Bird Place 5 Jody Phelan Director of Library Services There were no absentees. With all five members being present a quorum was established. Vice-Chairman Althaus called the meeting to order at 7:36 p.m. Minutes for the April 19, 1984, meeting were distributed and read. Member Bird moved to adopt the minutes as written. Member Gayle seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Vice-Chairman Althaus introduced to the Board its new member Vince Condon. Member Condon provided members with information about himself, including two daughters, his wife who is a nursing student at Texas Woman's University, and his position as under- writing manager for Hartford Insurance. Chairman Gillett assumed his responsibilities as meeting facilitator at 7:47 p.m. and asked for the Director's status report. Librarian Phelan reported as follows: 1) The first draft budget proposal was designed by Phelan and given to Steven A. Reed, Director of Communityt Services. Meetings to review and revise said proposal will take place between Phelan and Reed before the final budget request is presented to the City Council. 2) The Library has received its first response from a foundation. It was a folder from the Burkitt Foundation outlining guidelines for fund requests. Responses from additional foundations should be forthcoming. 3) Member Althaus and Librarian Phelan attended a Texas State Library continuing education workshop on Library Board involvement. Both reported the experience to be very educational. 4) The Library has been given a free booth at The Colony Chili Cookoff. Members Althaus and Condon agreed to work on the ideas of photographing to make money for the Friends of the Library and to distribute brochures, bookmarks, etc., publicizing the Library. 5) Betsy Kelly, Technical Director, has planned summer reading program procedures and activities. Wednesday afternoon programs offer a variety of educational and recrea- tional activities, from -a visit by the Fire Department to an arts and crafts demon- stration. Thursday and Friday afternoons, films will be shown. Brochures and announce- ments have been distributed. 6) Librarian Phelan will attend two workshops in June: one on "CABLE" and the other on Library building interior space planning. 7) Steve Reed has agreed to request from the City Council a summer intern to assist in processing library materials. 8) Librarian Phelan will be involved in the 1984 Republican National Convention in two capacities: as Co-chairman of the Information Booth Planning Committee and as instructor of online bibliographic services to the Information Booth workers. MINUTES OF THE LIBRARY BOARD Page 2 CITY OF THE COLONY May 17, 1984 Any remuneration received by Phelan for this workshop will be forwarded to the Friends of the Library. 9) On Tuesday, May 15, 1984, the first in a series of Volunteer Briefings was held. It was an opportunity for Librarian Phelan to keep the volunteers informed on library progress and for the volunteers to offer suggestions for improving library procedures. 10) The new officers for the Friends of The Colony Library are: Norman Adeler, President Bob Pogue, Vice President Membership Marilyn Petersen, Vice President Ways & Means Don Beckel, Treasurer Sandi Gehrke, Secretary Chairman Gillett presented to the Board a letter of Commendation for Elise Knox who has given many hours of her valuable time to various Library activities, including countless hours spent preparing the Library Board presentation to City Council. Member Bird moved to accept the letter as written. Member Condon seconded it and the vote was as follows: Ayes: All present voted aye. Noes: None. The letter will be sent as soon as possible. Member Althaus moved to adjourn the meeting. Member Gayle seconded the motion and the vote was as follows: Ayes: All present voted aye. Noes: None. The meeting was adjourned at 8:40 p.m. George Gillett, Chairman ATTEST: J~y P~lan, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JUNE 21, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:30 p.m. with the following members being present: George Gillett Place 1 Vincent Condon Place 2 James Althaus Place 3 Elaine Gayle Place 4 David Bird Place 5 Jody Phelan Director of Library Services Chris Chaudoir Student Librarian (Library science practicum student) Norman Adeler President, Friends of the Library There were no absentees. With five members being present a quorum was established. Chairman Giilett called the meeting to order at 7:30 p.m. Librarian Phetan introduced Chris Chaudoir, a practicum student from the Texas Woman's University School of Library Science, who will be working in the Library until July 12, 1984. Board members read the prepared minutes of the May 17, 1984, Library Board meeting. Member Althaus moved to accept the minutes as written. The motion was seconded by Member Condon and the vote was as follows: Ayes: All members present voted aye. Noes: None. Librarian Phelan then presented the monthly status report. It included the following: 1) Chris Chaudoir, the library science practicum student, is an undergraduate student who will be working in the Library for 112 hours. She will be engaged in a wide variety of activities during her work here. 2) The American Library Association will hold its annual conference in Dallas on June 22 thru 27, 1984. Phelan plans to attend many interesting and educational programs. 3) The city budget request process has changed this year. Instead of each department head presenting a proposed budget to the City Council, each department head will present the 1984/85 request to the City Manager who will present a compiled budget to the Council. Phelan has not met with the City Manager at this time to discuss the 1984/85 proposed budget for the Library. 4) Phelan mentioned the need to advise the North Texas Library System of our current lay representative. Member Condon moved to appoint Norman Adeler, current President of the Friends of The Colony Public Library, as lay representative to NTLS and Member Althaus as Alternate. Both would serve for a period of one year. Member Bird seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. 5) Phelan reported that members of the North Texas Library System (councils, commissions, etc.) will be asked in the Fall of 1984 to vote on a proposal to convert NTLS from a library system to a non-profit corporation status. A meeting with Council to discuss this status change will be scheduled in August or September of 1984. 6) Two letters have been received from foundations responding to our request for proposal guidelines. Board members encouraged Phelan to begin planning for proposals to meet these project guidelines. MINUTES OF THE LIBRARY BOARD CITY OF THE COLONY June 21, 1984 Phelan reported requests from a few summer visitors to have temporary library cards to use during their visit. The Board discussed these requests and reviewed possible guidelines and procedures. Member Bird moved to allow visitors to obtain temporary library borrower's cards under the condition that the host agree in writing to be responsible for borrowed materials. Member Gayle seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Member Althaus moved to table discussion of Item 4 of the agenda, Public Relations Activities. Member Gayle seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. Member Bird moved to adjourn the meeting. Member Condon seconded it, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The meeting was adjourned at 8:46 p.m. George Gi~ett, Jr., Cha~r~a~ ATTEST: Jod~ Phial, Secretar'~ ' MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JULY 12, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:10 p.m. with the following members being present: George Gillett Place 1 Vincent Condon Place 2 James Althaus Place 3 Elaine Gayle Place 4 David Bird Place 5 Jody Phelan Director of Library Services There were no absentees. With all five members being present a quorum was established. The workshop was called to order at 7:10 p.m. by James Althaus, Vice-Chairman of the Board. Member Condon reported his conversation with Councilman Poole in which he was soliciting information for inclusion in future grant proposals: (1) There are seventeen or eighteen acres at North Colony Blvd. and Allen Road which have been designated for the municipal complex. No specific amount of that has yet been set aside for the Library building, (2) Firestone, Renner, and Smith is the architectural firm designing City Hall. There would probably be an additional charge for library plans, (3) Any grant proposals would be reviewed by the Mayor and Councilman Poole prior to submission. Member Condon distributed to all Board members a resume outline. Completed resumes for each Board member will be attached to all grant proposals. The remaining minutes of the meeting consisted of a general discussion of pro- posal preparation and library building requirements. At 8:46 p.m. Member Condon moved to adjourn the workshop meeting. Member Althaus seconded the motion, and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The workshop was adjourned at 8:46 p.m. George Gill~tt, Jr., Chairman ~ ' ATTE ST: Jod~h~an, se'cretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JULY 19, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:40 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Elaine Gayle Place 4 Jody Phelan Director of Library Betsy Kelly Technical Director Steven A. Reed Director of Community Services Norman Adeler President, Friends of the Library Those being absent were as follows: Vincent Condon Place 2 David Bird Place 5 With four members being present, a quorum was established. Chairman Gillett called the meeting to order at 7:40 p.m. Board members read the prepared minutes of the June 21, 1984, Board meeting. Member Althaus moved to accept the minutes as written. The motion was seconded by Member Gayle and the vote was as follows: Ayes: Ail member present voted aye. Noes: None. Librarian Phelan then presented the monthly status report. It included the following: 1. The library recently purchased, received, and processed a large shipment of children's books and some best sellers. 2. The library now has 4400 books listed and in storage in addition to our collection of 11,327 books. The library will be able to meet the North Texas Library System membership requirement of one book per capita in the community it serves. This deadline must be met by mid-summer of 1985. However, the library does not have the number of good, quality books it needs for the high school being built in The Colony; since most of the 4400 books in storage are not useful to the community. 3. Clerk LeMaire completed the statistics regarding the number of people check- ing out library materials. Of 900-plus persons visiting the library in one week, 300-plus checked out library materials, with an average of 3 books per person. 4. Librarian Phelan informed the Board that she had tendered her resignation and that her last day of work would be August 14. She has formed a corp- oration called "BiblioDesign Group, Inc." and will be working with public libraries and professional firms as a library, information systems consult- ant. Director of Community Services Reed then explained that the position of Director of Library Services would be advertised for probably 4 weeks, and that September or October would be the starting date for the new Director. Betsy Kelly will serve as interim Director. Director Reed said that the interim Director would be paid at the rate that Librarian Phelan is currently being paid. Chairman Gillett reported on plans for the future expansion of the Library. He stated that City Manager, Janice Carroll, would contact the architects who are drawing up the plans for City Hall and investigate the cost for architectural plans for the library, along with the possibility of free preliminary building sketches for the library building bond election. MINUTES OF THE LIBRARY BOARD Page 2 CITY OF THE COLONY JULY 19, 1984 He proposed two alternatives to the space problems confronting the Library: 1. More rental space for the Library, or 2. More rental space for books alone Director of Community Services Reed then gave a report on the current status of the proposed city budget for fiscal year 1984/85. He said that City Manager Carroll is proposing a $2,692,760 budget--an increase of 21% over last year's budget. This would mean a one-cent increase in the tax rate. He noted that the proposed library budget included a full-time Technical Director (upgraded from the present part-time position) and a book budget of $32,340--an increase from last year's $400 book budget. Librarian Phelan then gave an update on grant proposals. She said that she had written to singer, Michael Jackson, who has declared that his personal profits from his present tour would be given to an as yet undesignated charity. She requested that he consider giving money for a library building for The Colony. Member Althaus moved to adjourn the meeting. Member Gayle seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. The meeting was adjourned at 9:37 p.m. George Gillett, Jr., Chair~n ATTEST: Be tsfKe~l~Secre tary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY AUGUST 9, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:05 p.m. with the following members being present: George Gillett Place 1 Vincent Condon Place 2 James Althaus Place 3 Elaine Gayle Place 4 Betsy Kelly Interim Director of Library Services Steve Reed Director of Community Services Norman Adeler President of the Friends of the Library John Firestone F.R.S. Group Architects/Space Planning Ken Smith F.R.S. Group Architects/Space Planning Those being absent were as follows: David Bird Place 5 With four members being present, a quorum was established. The purpose of the workshop was to discuss the costs and requirements of a free- standing library with John Firestone and Ken Smith of F.R.S. Group, an architectural firm. The board members asked Mr. Firestone if he could present the Board with a preliminary drawing of a free-standing library building to cost $500,000 without furnishings. (The cost of $500,000 was selected as a price likely to meet with the approval of City Council. Furnishings it was felt might be supplied by the communi- ty.) The architects estimated that a library of approximately 7,000 sq. ft. could be constructed for $500,000 and agreed to prepare a preliminary sketch of such a building to present to the Library Board meeting to be held Thursday, August 23, at 7:00 p.m. Mr. Firestone & Mr. Smith proposed to use the report prepared for The Colony Library by Bill Gooch of the North Texas Library System in determining how much building space to allot to different library needs and functions. The archi- tects proposed a building residential in character, with a brick or masonery exterior, designed to be expanded horizontally, and to include landscaping. Mr. Firestone & Mr. Smith set a tentative date of August 23 to present a preliminary sketch of the building to the Library Board. They said that they could later provide, for a fee, a color rendering of the proposed building to help with the upcoming bond election. The estimated construction time for the library building was one year, excluding 4-5 months to design. Various methods of raising additional money for a library building were discussed, including: 1) having M.U.D. solicit voluntary library donations on their bills, 2) using a community room in the proposed library building as a selling point, and 3) starting a seed fund. At 8:25 p.m. Member Althaus moved to adjourn the workshop meeting. Member Condon seconded the motion, and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The workshop was adjourned at 8:25 p.m. George Gillett, Jr., Chairma ATTEST: Be t~y~liy ,~.~/~c r e t ary MINUTES OF THE LIBRARY BOARD OF THE. CITY OF THE COLONY AUGUST 23, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:05 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Elaine Gayle Place 4 Vince Condon Place 2 Norman Adeler President, Friends of the Library Betsy Kelly Interim Director of Library Steven A. Reed Director of Community Services John Firestone F.R.S. Group Architects/Space Planning Ken Smith F.R.S. Group Architects/Space Planning Those being absent were as follows: David Bird Place 5 With four members being present, a quorum was established. Chairman Gillett called the meeting to order at 7:05 p.m. Board members read the prepared minutes of August 9th. The members proposed that the minutes be amended to read "the estimated construction time for the library building was one year excluding 4-5 months to design". Member Althaus moved to accept the minutes as written. The motion was seconded by Member Gayle and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Interim Director Kelly then presented the monthly status report. It included the following: 1) The library collection now numbers 11,573 volumes. 2) The library now has 5,000 listed books in storage. The library has stopped listing books for storage. The library will have enough books by mid- summer, counting the listed books in storage, to meet NTLS membership requirements of one book per capita. 3) The Irving Public Library, which has just automated its circulation procedures, has offered to donate its old date due cards and book cards to The Colony Library. Not all materials are usable with our current system, but about $200 worth of the materials are of immediate use. Kelly planned to pick up the materials the following Monday. 4) Fox & Jacobs has offered to donate approximately 3,000 books from their model homes to the library. Mr. Firestone & Mr. Smith of F.R.S. Group Architects/Space Planning presented their preliminary study of the library of The Colony, consisting of preliminary square footage calculations (a total of 8690 sq. ft.), a site plan, and a floor plan. The cost estimate for this building was $500,000 unfurnished, a cost of $58-$60 per square foot. The architects estimated that the cost might increase by $3/ sq. ft. in the next year. After the architects explained the plan, the Board members asked questions and suggested possible changes. Director of Community Services Reed mentioned that he had recommended that the Library be put on the bond issue for more than $500,000. There followed a discussion of two alternative uses for the extra money: furnishings for the Library or a larger unfurnished Library. Director of Community Services Reed said that the Library bond election would probably take place in late November or early December, and that Council would probably want to know details of the Library building plan in late September. MINUTES OF THE LIBRARY BOARD Page 2 CITY OF THE COLONY AUGUST 23, 1984 It was decided that the Board would hold a workshop on September 6 to discuss the floor plan among themselves and then meet again in a workshop on September 13 to discuss the floor plan with the architects. The next item on the agenda was Library Board vacancies. Chairman Gillett explained - that Elaine Gayle and David Bird's terms would expire at the end of August. Neither Member Bird nor Member Gayle wished to be considered for reappointment to the Board. Chairman Gillett felt that the Board should forego making recommendations to City Council on possible replacements for the departing members. The NTLS Lay Representative was the next item on the agenda. Norman Adeler had originally been appointed Lay Representative and James Althaus had been appointed the Alternate. However, Member Althaus wished to run for a position on the NTLS Advisory Board for which he needed to be NTLS Lay Representative. NTLS Lay Representative Adeler was willing to switch places with Alternate Lay Representative Althaus. Vince Condon moved that the Board adopt as a resolution that the NTLS Lay. Representative and Alternate interchange positions. Elaine Gayle seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. There was some further discussion on future library expansion. It was pointed out that if the present library bond were to fail, it would probably be 3-5 years before a library building would be included on a bond issue again. In the event of failure of the bond issue to pass, the Library would probably have to rent a larger place than it is currently lodged in as soon as the Library's next lease expired, in 6 months or a year. Renting is expensive--the Library is currently paying $1100 per month at its current location. It was pointed out that this might be used as a _ selling point for the library bond. Motion was made to adjourn the meeting and the vote was unanimous. The meeting was adjourned at 9:10 p.m. George Gillett, Jr., Chairn~an ATTEST Bets/Kelly~ecretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY SEPTEMBER 6, 1984 A SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:05 p.m. with the following members being present: George Gillett Place 1 Vincent Condon Place 2 James Althaus Place 3 Betsy Kelly Interim Director of Library Norman Adeler President of the Friends of the Library There were no absentees. The Board met for the purpose of discussing preliminary plans for a freestanding library. The Board considered the preliminary floor plan presented by F.R.S. Design Group, and a variation on that floor plan presented by Interim Director Kelly. The Board then drew up a tentative preliminary floor plan, using as a guideline the F.R.S. Design Group's floor plan. Notable changes in the Board's floor plan included 2 typing/study rooms, additional reading area, and a smaller mechanical room, staff lounge, and workroom/technical services area. (The mechanical room was made smaller partly because the Board felt that there was no need for a large central hot water heater). A receiving/storage area with leading dock was created at the back of the Library building (i.e. the south side), and the book drop was moved into this area. The receiving/storage area and the workroom/technical services area were placed opposite one another with a corridor between, so that incoming books and other supplies could be transferred easily from the receiving area to the workroom. A sink and space for a refrigerator, range, and microwave oven were added to the staff lounge. The coffee bar in the multi-purpose meeting room was shortened to create space for a projection room, and space for pay telephones was allocated in the multi-purpose area. The Board also mentioned other possible desiderata for the Library to discuss with the architects. These included space for a computer to be installed later (both space for a mainframe and for computer lines & channels), a sunken driveway leading to the loading dock, space for a security system that would ensure that no books left the Library unless they were checked out first, one rather than two entries from the multi- purpose area to the Library, added insulation (4-6 inches), thermal panes for the windows, curtains, an independent thermostat for the meeting room, extra carpet (perhaps earth tone carpeting in one-foot squares) & space to store this carpet, good seals on exterior doors to trap heat, and a roof overhang to shade windows. Member Althaus also wanted to discuss lighting systems with the architects to insure that the stacks would be well lit. There ensued a short discussion on unrelated topics. The Board agreed that with the upcoming bond elction, a packaged slide program on the Library that could be presented by any Library Board member, librarian, or member of the Friends of the Library would be useful. Chairman Gillett and Member Althaus expressed interest in such a project. The workshop was adjourned at 9:15 p.m. after an unanimous vote was taken. George Gillett, Jr., Chairman ATTEST: Betsy Kelly~ Secre~t~~~'~ MINUTES OF THE LIBRARYBOARD OF THE CITY OF THE COLONY SEPTEMBER 13, 1984 SPECIAL WORKSHOP of the Library Board of the City of The Colony, Texas, was called to order at 7:25 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Norman Adeler Place 4 Betsy Kelly Interim Library Director Steve Reed Director of Community Services Noel Long City Councilman, Place 2 Ken Smith F.R.S. Group Gary Riner F.R.S. Group Those absent were as follows: Vincent Condon Place 2 Chairman Gillett opened the workshop for the purpose of discussing future library expansion. Director of Community Services Reed announced that a new Director of Library Services, Joan Sveinsson, had been hired and would start work on October 2. Ms. Sveinsson has experience with children's and youth programs in libraries, library building programs, and computers. Mr. Reed also mentioned that at the last City Council meeting, the Colony Youth Organization had presented a petition with over 2,000 signatures of registered voters, calling for an election to deter- mine the priority in which certain City facilities are to be built. After a long discussion, the petition had been withdrawn so that members of City Council and the Colony Youth Organization could try to work out a mutually satisfactory agree- ment. Since the purpose of the workshop was to discuss future expansion and a freestanding library building, Chairman Gillett presented the Library Board's floor plan for the Library and discussed the differences between the Board's floor plan and F.R.S. Group's original floor plan. The Board then listed other things they wanted for the Library including: an overhead door for the receiving area, conduits for computer lines, and possible shading for the south windows. The Board also expressed an interest in cost-a~ffective ways to make the building energy efficient, possibly including thermal panes. The Board was interested in creating more room for stacks along the north wall of the proposed Library building, and wondered whether it would be better not to have the north wall made entirely of window glass for this reason. Chairman Gillett requested that F.R.S. Group review the Board's plans for feasibility and expense. Councilman Long said a few words about the attempts of a special committee of three Council members and 3 members of the Colony Youth Organization to reach an agreement on the order in which certain City facilities are to be built. It was the consensus of the majority of the Board members (with Norman Adeler opposed) that George Gillett should tell Mayor Sample before the next City Council meeting that the Library Board feels that a master plan for a City building, including the Library, needs to be drawn up by the City.. The workshop was adjourned at 9:10 p.m. after an unanimous vote was taken. George Gillett, Jr., Chairmafl ? ATTEST: Betsy Kelly, Se/~etary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY SEPTEMBER 20, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:28 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Vince Condon Place 2 Norman Adeler Place 4 Betsy Kelly Interim Library Director There were no absentees. With four members being present, a quorum was established. Place 5 is still vacant since the term of David Bird has expired. Chairman Gillett called the meeting to order at 7:28 p.m. Board members read the prepared minutes of Sept. 13, Sept. 6, August 23, July 19, and July 12. Member Althaus moved to accept the minutes as written. The motion was seconded by Member Condon and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Interim Director Kelly then presented the monthly status report. It included the following: 1) The Library has a total of 11,737 books and 5622 library card-holding patrons as of the end of August, 1984. 2) The Library will be having special events again this Fall for the women of The Colony. The special events program consists of a weekly talk or demonstra- tion. A different topic is covered every week. Special events will be held at 1:00 p.m. every Tuesday from October 16 thru December 18. 3) Children's movies will be shown every Saturday at 1:00 p.m. from October 6 thru mid-December. 4) Artists Ready to Show (A.R.T.S.), a group of local Colony artists will hold an art exhibit in the Library conference room from September 25 thru September 29. The art exhibit will be open 12:00-5:00 p.m. Tuesday through Friday and 10:00-4:00 p.m. on Saturday. 5) The four Polaroid Sun Cameras which were donated to the Library by the Polaroid Corporation have been processed and are ready to be checked out. 6) The Library received a new packet of N.T.L.S. Videocassettes at the beginning of September. Because of the loss of a videocassette from the last packet, the Library is now keeping the videocassettes in the office. 7) The Library has recently received information on the N.T.L.S. Video Production mini-grants. Copies of this information will be given to all board members. 8) The Library has received a grant of $1,758 from N.T.L.S. to buy books. Ail books must be ordered through Baker & Taylor Publishing Company. 9) The Friends of The Colony Library will sell books at the Colony Fun Fest to make money for the Library. The Library Board discussed doing a video history of the City of The Colony for the N.T.L.S. Video Production Mini-grant. The estimated cost for this project was $250-$300. The Board felt that a transcript on how to make a city history videotape could be written as part of the project. Such a transcript would be of general use to N.T.L.S. members and would help disseminate the results of the project. General use or benefit to N.T.L.S. members is one of the criteria on which mini-grant proposals MINUTES OF THE LIBRARY BOARD CITY OF THE COLONY SEPTEMBER 20, 1984 Page 2 will be judged. Interim Director Kelly promised to supply copies of N.T.L.S. Media Production Mini-grant Guidelines to all Board members. The members agreed to review these guidelines and discuss the N.T.L.S. Mini-grant at the next Board meeting. Chairman Gillett then introduced the topic of the Library's five-year acquisition plan in connection with the soon-to-be constructed The Colony High School. From talking with Griffin Middle School Librarian Sandi Gehrke, Chairman Gillett dis- covered that one of the great needs of The Colony youth was texts for their litera- ture courses, which they are expected to provide for themselves. The 1984-85 acquisition plan for the Library concentrates on adult non-fiction and general reference. Chairman Gillett suggested that the acquisition of high school required literary texts be added to the 1984-85 plan. The Board requested that Interim Director Kelly write to the English departments at the local high schools to find out what the required literary texts for local students are. The Board decided to have a Christmas party for the Friends of the Library and the Library volunteers, with the refreshments being provided by the Board. A tentative date and time of Sunday, December 2, from 3:00-5:00 p.m. was set. It would be held at the Library, and it was anticipated that approximately 50 persons would attend. Interim Director Kelly was asked to contact the Community Orchestra to see whether they might be persuaded to send a small group to entertain free of charge. Elections for Board officers were then held. Member Adeler nominated Member Althaus for Chairman and Member Gillett for Vice-Chairman. Member Condon seconded the nominations. By popular acclamation, Member Althaus was elected Chairman and Member Gillett was elected Vice-Chairman. It was proposed that the names of all present Library board members and of the Interim Director be put on the cornerstone of the new Library building when it was built, along with the name of the future Director of Library Services. It was decided to put this item on the agenda of a later Board meeting. Interim Director Kelly was asked by the Board to send a memorandum to Steven A. Reed, Director of Community Services, asking that the City send letters to Members Gayle and Bird thanking them for their service to the City and the Library Board. The Board then discussed advertising and campaigning for the upcoming bond issue. Interim Director Kelly was asked to provide a list of videocassettes currently available at the Library so that the list could be used in cable television advertis- ing. It was suggested that the Friends of the Library be asked to "think up" slogans for the campaign. Chairman Gillett has drawn up a tentative campaign schedule which the Friends might use. The Board agreed to consult with City Council Member Marlene Poole, Library Liaison, about what would be a convenient time for her and the Library Board to meet. There is currently a schedule conflict between regularly scheduled Library Board meetings and another of Councilman Poole's obligations making it difficult for her to attend Board meetings. Member Gillett reported that he had read a letter aloud to the City Council during the citizen input section of their last meeting asking that Council review the city's master planning concepts before any major project is undertaken. A majority of the Board believes that everyone would benefit from such a thorough review and to avoid costly mistakes. Member Gillett's letter had been well received. Member Althaus then moved to adjourn the meeting. Member Condon seconded the motion. The meeting was adjourned at 9:18 p.m. '~~ ~/~~ n ATTEST: G'J'orge ~llett, Jr. ~hairma Bets~elly, Se~ ~etary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY OCTOBER 18, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:31 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Norman Adeler Place 4 Joan L. Sveinsson Director of Library Services Steven A. Reed Director of Community Services With three members present, a quorum was established. Places 2 and 5 are currently vacant. Chairman Althaus called the meeting to order at 7:31 p.m. Chairman Althaus introduced Joan L. Sveinsson, the new Director of Library Services to the Library Board. The members of the Board expressed their welcome and support to Director Sveinsson. The minutes of September 20, 1984, were presented. Member Gillett moved to accept the minutes as written. The motion was seconded by Member Adeler and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Director Sveinsson then presented the monthly status report. It included the following: 1) The Library has a total of 5773 library card-holding patrons and 11,987 books as of the end of September, 1984, not counting those books listed and in storage. Questions regarding the location of the stored books were answered by Director of Community Services Reed. Member Adeler asked if the number of card-holding patrons was being adjusted for those who are no longer residing in the area. Director Sveinsson replied that procedures have not been instituted to date to eliminate the records of such patrons from the patron file. 2) Four persons attended the first of the Fall Special Events programs. 3) Children's movies will continue to be shown on Saturday afternoons, although Director Sveinsson noted a problem with finding substitutes for the volunteer projectionist. 4) Director Sveinsson also noted that, in general, the volunteer force is stretched rather thin. A major factor is that Betty Wieme is on vacation. As Betty usually volunteers 18 hours per week, many schedule adjustments had to be made in order to cover her hours during her absence. This situation has caused a slowdown on special tasks usually handled by other volunteers. 5) Director Sveinsson also noted the need for substitutes to fill in occasionally for the storytime volunteers. 6) The Friends of The Colony Public Library found their efforts to sell books at the Colony Fun Fest hampered by a poor booth location and rainy weather. The result is that the Friends still have a lot of sale items in storage. Board members discussed possible alternative sites for a Friends booksale. Director Sveinsson mentioned the possible impact the new sales tax law that went into effect this month might have on the collection of book sales monies. She has passed this concern on to Friends Treasurer Don Beckel. Member Adeler announced that The Friends of The Colony Public Library have received notification from I.R.S. that the group is officially a non-profit organization. MINUTES OF THE LIBRARY BOARD CITY OF THE COLONY OCTOBER 18, 1984 Page 2 Director Sveinsson noted the crowded shelves in the adult fiction section, reported that shifting of the reference collection has been completed and that the paperback collection has been reorganized according to genre. Director Sveinsson responded to questions from Member Gillett regarding the balance between paperback donations and the lifespan of the material. Director Sveinsson also reported her attendance at meetings of City Council, Friends Executive Board, and Public Library Administrators of North Texas. She will also be escorting volunteer Cecelia Arrambide to the Tarrant Regional Library Association workshop on repair of library materials on October 19 at North Richland Hills Public Library. Volunteer Arrambide handles all materials repairs for the Library. Member Gillett initiated discussion of the use of library travel funds for travel expenses incurred by volunteers. Director of Community Services Reed clarified that funds for travel expenses come out of the Library's budget and that city policy currently restricts these funds to paid staff. Discussion of the NTLS Mini-Grant was tabled to a special session to be held on November 1, 1984, at 7:30 p.m. The motion was made by Member Gillett and seconded by Member Adeler. The vote was as follows: Ayes: Ail members present voted aye. Noes: None. Director Sveinsson will provide Board members with copies of the NTLS Mini-Grant packet. Chairman Althaus and Director Sveinsson reported on the NTLS section meeting they attended regarding the Prospectus on Non-Profit Incorporation of NTLS. The time- table and procedures involved and the pros and cons of incorporation were discussed. Chairman Althaus expressed his concern in regard to the proposed method of selecting the Board of Directors. Director Sveinsson emphasized that the current prospectus is a draft which still needs revision and that the main concern now is whether or not to pursue the matter further by taking the question to the governing boards of the member libraries. Member Gillett moved that our lay rep should vote yes in the straw vote. Member Adeler seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson was requested to provide each Board member with a copy of the brochure drafted by NTLS for the governing bodies. Director of Community Services Reed reported that the bond election will probably be held in mid-December and that the Council is meeting every Monday this month for work sessions on the bond issue. The Board discussed steps that the Friends could take in preparation for the campaign. Director Sveinsson voiced concern that the cost per square foot quoted may be low and reported on her survey of other libraries currently involved in building projects. She also mentioned that she had several concerns in regard to the floor plans. Board members provided Director Sveinsson with background regarding the plans to date. Director of Community Services Reed informed the members that the first portion of the Council meeting on Monday, October 22, would be devoted to a work session with the Parks and Recreation Board; Library Board members wishing to attend the Council meeting may want to come later in the evening. Director Sveinsson asked the Board members for background information regarding the Library's Policy Manual. The Board supplied a brief historical summary of the development of the manual. Director Sveinsson mentioned some areas that the Board might want to consider at a later date. Discussion ensued regarding: non-resident fees, overdue books that the patron claims returned, and expiration dates on library cards. Director Sveinsson will study the document further and make recommendations at a later date as needed. The Board delineated those areas which fall in the realm of administrative decisions and expressed their support of the Director's decisions. Member Gillett moved to adjourn the meeting; Member Adeler seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. MINUTES OF THE LIBRARY BOARD CITY OF THE COLONY OCTOBER 18, 1984 Page 3 The meeting was adjourned at 9:04 p.m. J~ L. Sveinsson, Secretary -- MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY NOVEMBER 1, 1984 A SPECIAL SESSION of the Library Board of the City of The Colony, Texas was called to order at 7:39 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Norman Adeler Place 4 Ann Beckel Place 2 Joan L. Sveinsson, Director of Library Services With the four members present, a quorum was established. Place 2 is currently vacant. Chairman Althaus called the meeting to order at 7:39 p.m. Chairman Althaus stated the purpose of this special session: to draft a proposal for a NTLS Video Mini-Grant project. The Board proceded to discuss each section of the grant application and the grant guidelines· Member Gillett moved to recess; Member Adeler seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The meeting recessed at 8:04 p.m. The special session reconvened at 8:25 p.m. Discussion continued re: goals and objectives, projected costs, local support, and project personnel. The length of the videotapes to be produced was considered as was the time period to be covered· On the topic of local support, Member Gillett offered to contact the Denton County Historical Commission and Chairman Althaus volunteered to contact representatives of other local organizations. The Board also discussed proposed usage of the products, as well as methods for publicizing and evaluating the results of the project· Director Sveinsson offered to compile the information onto the application form. Board members agreed to come individually to the Library by Nov. 10 to approve the final draft. Member Adeler moved to adjourn the meeting; Chairman Althaus seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The meeting adjourned at 9:28 p.m. James A-tt-ha~, Chairman · Sveinsson, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY NOVEMBER 15, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas was called to order at 7:40 p.m. with the following members being present: George Gillett Place 1 Ann Beckel Place 2 James Althaus Place 3 Norman Adeler Place 4 Cher Uberman Place 5 Joan L. Sveinsson, Director of Library Services Chairman Althaus called the meeting to order at 7:40 p.m. New members Beckel and Uberman were introduced and welcomed. The minutes of October 18, 1984, were presented. Member Beckel moved to accept the minutes as written. The motion was seconded by Member Uberman and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The Board discussed changing the meeting schedule. Member Beckel moved to change the meeting date to the fourth Thursday of the month, effective January, 1985. The motion was seconded by Member Uberman and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Director Sveinsson informed the Board that the Chamber of Commerce has donated to the Library a square on the Chamber's game board. The square will list the Library's address, phone number, and hours. Member Beckel volunteered to write a letter to the Chamber in appreciation of this donation. The Board discussed plans for the party for the library volunteers and Friends to be held December 2, 1984, at 3:00-5:00 p.m. in the Library. Member Adeler moved that the Board give the party and that the costs be shared among the members of the Board. Member Beckel seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Director Sveinsson reported that Technical Librarian Betsy Kelly had not been able to find musical entertainment for the party. As Technical Librarian Kelly has resigned, Member Beckel volunteered to continue the search for musical enter- tainment. Member Gillett explained the plans for refreshments and the costs involved. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 5913 library card-holding patrons and 12,090 books as of the end of October, 1984, not counting those books listed and in storage. 2) Director Sveinsson again noted the need for substitutes to fill in occassionally for storytime volunteers. Member Uberman stated she was willing to fill in on Tuesdays. 3) Technical Librarian Betsy Kelly has submitted her resignation due to her accept- ance of a full-time position at Plano Public Library. Her last day will be Saturday, November 24, 1984. The Board discussed plans for a farewell party for her. MINUTES OF THE LIBRARY BOARD Page 2 CITY OF THE COLONY NOVEMBER 15, 1984 Director Sveinsson answered questions from the Board regarding the collection of statistics on the use of video cassettes. She explained that the figures in the report are estimated based on the circulation count for video cassettes. Attempts to collect statistics on the number of showings and viewers have not been successful as patrons generally did not complete the statistics forms. The Board suggested that a tally sheet be kept at the circulation desk and that the volunteer on desk duty should query the patron upon the return of the cassette. The Board requested that Director Sveinsson research the population figures to be used in determining the Library's qualification for NTLS membership. Particu- lar concern was expressed regarding the inclusion of county residents in the population figure as the Library no longer receives funding from Denton County. Director Sveinsson, Chairman Althaus, and Member Gillett presented the draft of the Library's NTLS Video/Cable Mini-Grant proposal, explaining additions or changes which had been made since the Board's last meeting. Chairman Althaus reported that he has made presentations to several local organizations soliciting partici- pation in the Library's NTLS Video/Cable Mini-Grant project. His presentations have been well received and will hopefully generate additional volunteers. Board members made additional refinements to the proposal. Member Gillett moved to accept the proposal as corrected. Member Uberman seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Chairman Althaus and Member Adeler presented reports on their attendance at the System Advisory Council Conference held in Austin November 7-9, 1984. Chairman Althaus noted the suggestions Sam Stone, TLA Legal Council, presented for lobbying for library legislation. The major current issue is a proposal to increase state aid to libraries to $1.50 per capita. TLA is holding a Library Legislative Day in Austin on February 13, 1985 to provide an opportunity for pro-library citizens to meet with legislators. Chairman Althaus also mentioned some fund raising ideas shared by conference attendees. Chairman Althaus also reported on a session he attended regarding the NTLS non-profit proposal. He has distributed brochures to each City Councilman regard- ing the proposal. In discussion of the bond issue, Chairman Althaus mentioned that William Gooch of the State Library told him that LSCA construction grant funds will be available, but that the building would have to meet state standards in order to qualify for the grant. Grant guidelines will not be available until after the first of the year. Member Gillett offered to prepare a drawing comparing the size of the current library facility to the size of the proposed facility to use in bond issue publicity. Chairman Althaus offered to contact Mayor Sample to discuss publicity plans, including the use of cable television and to let him know about the possibility of LSCA funds. Member Adeler suggested that Board members write letters to the editors of the local papers in support of the bond issue. The Board set its next meeting for Thursday, December 6, 1984, at 7:30 p.m. Member Adeler moved to adjourn the meeting; Member Beckel seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. The meeting was adjourned at 9:53 p.m. Joan L. Sveinsson, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY DECEMBER 6, 1984 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:43 p.m. with the following members being present: Ann Beckel Place 2 James Althaus Place 3 Norman Adeler Place 4 Cher Uberman Place 5 Joan L. Sveinsson, Director of Library Services Those being absent were: George Gillett Place 1 Chairman Althaus called the meeting to order at 7:43 p.m. The minutes of the November 1, 1984, special session and the November 15, 1984, regular session were presented. Corrections were noted. Member Beckel moved to accept the minutes as corrected. The motion was seconded by Member Adeler and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 6015 library card-holding patrons and 12,188 books as of the end of November, 1984, not including those books listed and in storage. 2) The Library's revenue for November totaled $265.92 ($219.16 for overdue fines). The Board discussed plans for the party for the library volunteers and Friends. The party has been re-scheduled to December 9, 1984, at 3:00 until 5:00 p.m. The Board asked Director Sveinsson to discover the method for turning on the lights outside the building and the outside power outlets. Chairman Althaus reported that, due to an NTLS internal problem, a decision on the Library's NTLS Mini-grant proposal has been postponed to the December 13, 1984, Advisory Council meet ing. Member Adeler reported on preparations for the December 15, 1984, bond election. An informational brochure has been published and distributed by the City, 2500 yard signs will be distributed, and the Colony Youth Organization has developed its own flyer which C.Y.O. members distributed at the Brookshire's Shopping Center the previous weekend. Director Sveinsson reported that the monthly rental for the present Library facility has been increased from $950.00 per month to $1229.00 per month, effective as of December 1, 1984. Chairman Althaus reported on progress regarding the NTLS Non-Profit proposal. The straw vote passed. Ballots are to be sent from the Texas State Library in January of 1985, and will be due back at TSL by the end of March, 1985. Several options are being investigated to allow NTLS to obtain start-up funds. Member Adeler moved to adjourn the meeting; Member Beckel seconded the motion. The vote was as follows: Ayes: Ail members present voted aye. Noes: None. The meeting adjourned at 8:46 p.m. 2q ~voinsson, Secretary 'ja~,~_~__~ , ' n